Medical Centre Lead Administrator-DEF Academy Services

Serco; Idstone; On-site; GBP 23,000 - 29,000; Full time

Benefits offered by this job

Competitive holiday package

Pension scheme (up to 6%)

Internal courses & apprenticeships

Wellbeing & health support

Employee discounts

Job summary

Serco is seeking a Medical Centre Lead Administrator at the Defence Academy in Shrivenham. You will oversee medical centre administration, maintain patient records, manage appointments, and support clinicians with confidential administrative tasks to ensure smooth healthcare delivery for military personnel.

You will handle opening/closing checks, coordinate with nursing staff, and use DMICP/ERS for scheduling, while delivering high-level service and accuracy in all duties.

Qualifications

• GCSE English (A-C) or equivalent.
• Previous admin experience in healthcare preferred.
• Strong organisational skills to manage workloads and priorities.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.

Responsibilities

• Lead and support the delivery of medical centre administration and reception activities.
• Maintain patient records and process medical documentation.
• Open/close checks for the Medical Centre and equipment checks for the Nursing team when not available.
• Manage appointment systems and support daily clinics using DMICP.
• Answer telephone enquiries promptly and cover in others' absence.
• Use ERS to manage electronic appointment bookings.
• Maintain appointment spreadsheets and ERS Workbook; chase reports from Hospitals and coordinate with Doctors.
• Book dispensed medication from Pharmacy and pass to patients via Gov notify texts.
• Produce and maintain spreadsheets/databases and provide general admin support to the medical team.

Skills

Organisational skills

MS Office

Communication skills

Discretion with confidential info

Education

GCSE English

Tools

DMICP

ERS

Job description

Medical Centre Lead Administrator

Location: Defence Academy, Shrivenham, SN6 8LA

Salary: £26,108.78 plus excellent benefits

Schedule: Perm/FT/37 hours per week - Monday -Thursday 08:30 – 16:30 and Friday: 08:30 – 16:00

Ready to impact a better future?

As a Medical Centre Lead Administrator in our Defence team, you’ll play a vital role in supporting the delivery of healthcare services at the Defence Academy. You'll help ensure the smooth running of medical administration and reception services, providing efficient support to patients, clinicians, and colleagues while maintaining the highest standards of accuracy and confidentiality. This is a rewarding role where your work has purpose. By ensuring patient records are maintained, appointments are managed effectively, and healthcare administration runs seamlessly, you’ll contribute to the delivery of essential medical services that support the health and wellbeing of military personnel and the wider Defence community. Your attention to detail, care, and professionalism will help create a positive impact on communities while supporting a trusted healthcare environment.

What you’ll do as a Medical Centre Lead Administrator

• Lead and support the delivery of medical centre administration and reception activities.
• Maintain patient records, process medical documentation, and ensure information is accurate and up to date.
• To complete opening and closing checks for the Medical Centre and equipment checks for the Nursing team when not available.
• Manage appointment systems and support daily clinics using Defence Medical Information Capability Programme (DMICP).
• To ensure that telephone enquiries are dealt with promptly and ensure that telephones are answered in the absence of other staff.
• To use the NHS E-Referral Service (ERS) system to Manage the electronic appointment bookings.
• To upkeep and maintain the patient appointment spreadsheet and ERS Workbook, chasing reports from Hospitals and tasking the Doctors to action to close the entries.
• Booking in the dispensed medication when delivered from the Pharmacy and passing onto patients, using the Gov notify text messaging service.
• Production, amendment and maintenance of any assigned spreadsheets and databases and provide general administrative support to the medical team.

Does this sound like you?

• GCSEs (A-C) in English or equivalent, with a high standard of general education.
• Previous administration experience, ideally within a clinical, healthcare, or medical environment.
• Strong organisational skills with the ability to manage workloads and priorities effectively.
• Confident using Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Excellent communication skills and the ability to handle confidential information with discretion.

What We Offer

• Competitive holiday package
• Up to 6% contributory pension scheme
• Over 1,100 internal courses available, funding for qualifications and apprenticeships (we currently offer over 60 different apprenticeships), mentoring opportunities, and a focus on internal progression.
• Employee Assistance Programme, Bupa Anytime HealthLine, wellbeing app, 30% off at Serco-managed leisure centres, and 24/7 access to a virtual GP service
• Discounts across around 1,000 retailers, from food and clothing to days out, entertainment and travel
• Paid volunteering day, tax‑free charitable giving through Payroll Giving Scheme, donate your pennies from your monthly pay to the Serco People Fund Charity
• Our employee networks support connection by providing spaces for collaboration, learning, and belonging. They represent and empower all our colleagues including veterans, LGBTQIA+ employees, women, parents and carers, people with disabilities, and people from all cultural backgrounds

Vetting And Checks

This role requires Baseline Personnel Security Standard (BPSS) clearance, which involves verifying your identity, employment history, nationality, and criminal record to meet government security standards. In addition, depending on the nature of the role, you may need to obtain formal Security Clearance (such as CTC or SC), which includes more detailed background checks on employment, criminal record, and financial history to ensure suitability for working in secure environments. Please note that UK residency requirements may apply for certain levels of clearance. You will also complete an Occupational Health Questionnaire so we can identify and provide any support you may need to undertake the role effectively.

A Little Bit About Us

At Serco, everyone plays a vital part in delivering essential public services that make a real difference. As a global team of 50,000 people across Defence, Transport, Justice, Immigration, Healthcare, Leisure and Citizen Services, we’re united by a shared purpose: to improve the services that communities rely on. Guided by our values of Trust, Care, Innovation and Pride, our people make meaningful impact, every single day.

Our Inclusive Recruitment Commitment

We prioritise your skills and potential. As a Disability Confident Leader, the Top Great British Employer of Veterans 2026, and a Gold Inclusive Employer Standard holder, we champion equal opportunities for all. We offer flexible and hybrid working where possible and make reasonable adjustments throughout recruitment and employment.

• Guaranteed Interview Scheme: Applicants with disabilities, veterans and people with convictions, who meet the minimum job criteria, are guaranteed an interview. Simply opt into the relevant scheme on the application form.
• Ban The Box: We also support fair access for those with unspent criminal convictions through our ‘Ban the Box’ pledge (some roles may have security exemptions).

For support with your application, please contact [e-mail].